Facilities Manager

Role Summary

The Facilities Manager is responsible for overseeing all aspects of soft and hard services, for all official buildings and staff residential properties covered by the post. The Facilities Manager will be the local point of contact for the client and will work closely with them to understand needs and proactively flex the service to meet demands.

Key Responsibilities

People Management
Manage and lead a team of facility professionals, providing guidance, training and timely feedback.
Foster a collaborative and inclusive work environment, promoting teamwork and professional development.
Develop and maintain effective communication channels with the team and other stakeholders.
Allocate resources efficiently to ensure timely completion of work orders and projects.

Client Management
Act as the primary point of contact for the client, addressing their facility management needs and concerns.
Establish and maintain a strong client relationship through regular communication and periodic meetings.
Provide regular updates and reports to the client on facility operations, performance, and budgetary matters.
Identify and implement initiatives to enhance client satisfaction and improve overall service delivery.

Vendor and Contracts Management
Establish and maintain strong relationships with vendors and contractors, including negotiating service contracts and managing performance.
Monitor vendor service delivery, ensuring adherence to agreed service levels and contractual obligations.
Conduct regular vendor performance reviews and address any issues to drive continuous improvement.
Manage vendor invoicing, approval, and payment processes.
Deliver services as defined in the relevant contract ensuring the implementation and compliance with Best Practice procedures.
Ensure that Account Management is informed immediately of any Critical Performance incidents on site.
Provide appropriate monthly/quarterly/annual reporting and management reports as required.
Understand client contracts, SLAs, and KPIs to ensure services are delivered in line with agreed-upon terms.
Monitor performance against defined metrics and take corrective actions as needed.
Provide a responsive and pro-active service via seamless interface with all involved parties.
Be available to respond to emergency calls and incidents outside of regular working hours, ensuring quick resolution and minimal disruption to operations.

Finance Management
Ensure that the site meets all financial targets and control requirements.
Provide standard monthly/quarterly/annual reporting and management reports as required.

Health and Safety Management
Ensure that the site meets all legal and Client required H&S regulations.
Ensure that all JLL staff are working in compliance with H&S regulations.

Soft Services Management
Coordinate all aspects of soft services, including janitorial services, landscaping, pest control, and waste management.
Oversee cleaning and maintenance schedules to ensure high standards of cleanliness and hygiene throughout the property.
Oversee the management of Staff Residential Properties through the SRP team, ensuring that the service is delivered in compliance with client policies, guidelines and relevant health and safety legislation.

Hard Services Management
Oversee the management and maintenance of critical building systems, including HVAC, electrical, plumbing, and fire safety systems.
Ensure preventative maintenance programs are carried out in a timely manner and in compliance with the requirement.
Manage repairs, replacements, and upgrades to building equipment and infrastructure.
Coordinate with external contractors and vendors for maintenance and repair work as required.
Ensure compliance with all relevant regulations and codes, including overseeing annual inspections and certification processes.

Skills
Ability to adapt to changing circumstances, handle unexpected situations, and thrive in a fast-paced environment.
Meticulous in overseeing facility operations, tracking performance metrics, and ensuring compliance with regulations and standards.
Ability to lead and motivate a team of facility professionals, fostering collaboration and maintaining a positive work environment.
Strong verbal and written communication skills to effectively interact with clients, vendors, and team members.
Ability to convey complex information clearly and concisely.
Strong analytical and problem-solving skills to identify issues, implement effective solutions, and make informed decisions to optimise facility operations.
Excellent organisational and prioritisation skills to manage multiple projects and tasks efficiently while meeting deadlines.
Always excelling in customer service with great attention to detail.

Experience
Minimum 5 years of experience in a (Facilities related) Management position.
Experience of leading and managing a team of facility professionals, providing guidance, training, and feedback to promote high performance and collaboration.
Proficient computer skills with a strong command of Microsoft Office Suite (Word, Excel, PowerPoint), and various software applications and systems relevant to the role.
Qualifications Bachelor's degree Facilities Manager or equivalent.


If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!